TRANSMITTAL LETTER FOR BOARD MEETING OF FEBRUARY 4, 2010
COMMITTEE ON PROCUREMENT
Mr. Richard Lanyon, Executive Director
Title
Authority to decrease purchase order to CDW Government Inc. for Microsoft software and software maintenance in an amount of $71,848.28, from an amount of $1,001,162.51 to an amount not to exceed $929,314.23 Account 101-27000-612820, 623800 Purchase Order 3041988
Body
Dear Sir:
On December 7, 2006, the Board of Commissioners authorized the Director of Procurement and Materials Management to enter into an agreement to participate in the State of Illinois Master Microsoft Enterprise Agreement (#CMS60030000) to issue a purchase order to CDW Government, Inc., for Microsoft software and software maintenance for a three-year period in accordance with the State of Illinois Master Contract for Purchase of Microsoft Products (LAR) [Large Account Reseller] (#CMS5003360A) in an amount not to exceed $932,163.17. The District has the ability to participate in State of Illinois (State) Contracts #4010653 under the Government Joint Purchasing Act, 30 ILCS 525/0.01 et.seq. The Microsoft Enrollment under this agreement expired November 30, 2009
As of January 28, 2010, the attached list of change orders has been approved. The effect of these change orders resulted in an increase in an amount of $69,000.34 from the original amount awarded of $932,163.17. The current contract value is $1,001,162.51. The prior approved change orders reflect a 7.2% increase to the original contract value.
Since the Microsoft Enrollment under this agreement expired November 30, 2009, it is necessary to reduce the purchase order.
This change order is in compliance with the Illinois Criminal Code since the change is due to circumstances not reasonably foreseeable at the time the contract was signed, and is in the best interest of the District.
It is hereby recommended that the Board of Commissioners authorize the Director of Procurement and Materials Management to execute a change order to decrease and close the purchase order in an amount of $71,848.28 (7.18% of the current contract value) from an amount of $1,001,162.51 to an amount not to exceed $929,314.23.
Funds will be restored in Account 101-27000-612820, 623800.
Requested, Keith D. Smith, Director of Information Technology, KDS:EJ:BVS:bvs
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Barbara J. McGowan, Chairman Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for February 4, 2010
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